Managing your Personal Documents with OneDrive Chris Evans IT Advisor Partnership Liaison

Course Aims Explore how OneDrive for Business can be used to store, manage and collaborate on personal documents effectively.

Session Objectives By the end of the session you should be able to: Identify how OneDrive for Business should be used at Cardiff Met. Recognise the benefits of using OneDrive to store documents. Search OneDrive for Business efficiently. Use OneDrive for Business to access, store and manage personal documents from anywhere. Recognise when sharing through OneDrive for Business is appropriate and share documents through OneDrive. Make use of document library features, such as real-time collaboration, version history and recycle bins to enhance the way documents are managed.

What is OneDrive? (and SharePoint?) SharePoint is a web-based document management system that can be used to store, share and manage shared documents. OneDrive for Business is a cloud storage service that can be used to store, share and manage personal documents. Very similar, actually based on the same underlying technology. Main difference is what they should be used for. SharePoint for shared documents. OneDrive for personal. Like any good rule, there are exceptions (explore later)

Why OneDrive/SharePoint? Document Collaboration Features Access from anywhere Storage space Share Reliable Secure Does anyone use SharePoint to store documents at the moment? Access from anywhere - Anywhere with web access – including mobile devices Share – securely share documents with colleagues. Secure – complies with GDPR –. Password protected, servers are physically secure, crucially OneDrive for Business allows us to control our data, even though it is stored by Microsoft Recover documents – Recycle bin, 2nd stage recycle bin. Legal issues? Can recover from Microsoft. Reliable – over 99.5% up time. Storage stage – 1 TB. Doc collaboration features – co-authoring and version history, Complies with legislation Recover documents

Where should I save my stuff? Documents The Staff Room (Portal) SharePoint Team Sites OneDrive for Business Content visible and relevant to all staff Creative Services Shared documents. Each school and unit has a team site, visible only to their members. Communications and Marketing Graphic Design Personal documents Student Recruitment

Personal documents OneDrive is the place to save all your “personal” documents: you do not wish to share with other staff working on privately in preparation for sharing with other staff. Replacement for My Site

1. Accessing and Saving to OneDrive for Business

E.g. SM98765 E.g. SM98765@cardiffmet.ac.uk All Cardiff Met staff also have an Office 365 account. So you now have two accounts: Your normal Cardiff Met account.  Continue to use this account to log-on to computers and access other services such as email or SharePoint. Usernames for this account are usually of the form SM12345 An Office 365 account.  This account is used primarily used to access your OneDrive documents through the web, and to access other O365 services (next slide). Username: [Cardiff Met Username]@cardiffmet.ac.uk . E.g. SM12345@cardiffmet.ac.uk E.g. SM98765@cardiffmet.ac.uk

Office 365 Services & Apps OneDrive for Business Skype for Business http://portal.office.com OneDrive – accessing documents from anywhere Skype for Business – video/audio calls Other services – Yammer, Delve. Becoming increasingly prominent. Office 365 Services & Apps

Saving to OneDrive Three ways: Uploading through the browser Sync Client or Explorer view Saving directly to OneDrive

2. Managing Documents

OneDrive Recycle Bins Items deleted from OneDrive are sent to the OneDrive Recycle Bin (accessible via web app) Kept for 90 days Second-stage recycle bin also available

3. Searching OneDrive for Business

4. Sharing with OneDrive for Business

Sharing with OneDrive Three scenarios: Sharing externally Large files Occasional ad hoc sharing e.g. exam board E.g. video assessments for the exam board E.g. sharing a completed SPR form. BUT even in this case SharePoint might be a better fit, as can store them all together and don’t have issues if staff member leaves.

5. Document Collaboration Tools

Document Collaboration Co-authoring – edit the same document in real time Version history – view, compare and restore different versions of a document Brief explanation of each. Try to sell benefits, esp. version history [keeps a version every time file is saved and closed. Can compare previous versions, see changes others have made to it and restore it, if necessary]

Recap By the end of the session you should be able to: Identify how OneDrive for Business should be used at Cardiff Met. Recognise the benefits of using OneDrive to store documents. Search OneDrive for Business efficiently. Use OneDrive for Business to access, store and manage personal documents from anywhere. Recognise when sharing through OneDrive for Business is appropriate and share documents through OneDrive. Make use of document library features, such as real-time collaboration, version history and recycle bins to enhance the way documents are managed.

Feedback Your feedback is valuable to us. Please help us to improve the relevance, content and delivery of our IT Training courses by completing a brief questionnaire. Please check your emails for survey link Thank you for attending

Additional Information Session hand outs and other resources available at: study.cardiffmet.ac.uk/Help/Training/ Upcoming training sessions: Revamped SharePoint training in Autumn term.

Contact Us training@cardiffmet.ac.uk 029 2041 7000 7000 Live Chat available on Help Centre. Visit the IT Advisors in the Learning Centres. Visit an IT Advisor in the Learning Centres